Office Assistant / Bookkeeper

At LogistiVIEW we deliver intelligent Warehouse Execution Systems to automate the world’s most complex warehouses and make the world’s supply chain more predictable.

POSITION OVERVIEW: The Office Assistant at LogistiVIEW plays a crucial role in the seamless operation of the company’s financial and administrative tasks. This position requires an individual who is highly organized, detail-oriented, and able to balance multiple responsibilities.
KEY RESPONSIBILITIES :

• Manage the procurement of office supplies, keep track of inventory, and ensure the workplace remains tidy and well-organized.

• Coordinate meetings, manage appointment scheduling, and prepare conference rooms for use.
• Provide comprehensive administrative support, including maintaining and organizing digital and physical files, tracking important deadlines, and assisting in the preparation of company documentation.
• Sort and distribute incoming mail, as well as handle outgoing correspondence efficiently.
• Assist with precise creation of estimates and the entry of customer orders into the designated systems, working closely with the Solutions and Support team to ensure orders are processed promptly.
• Serve as a key point of contact for customers regarding estimates, orders, and shipping inquiries, delivering timely updates and resolving concerns promptly.
• Maintain an organized record system for all estimates, order confirmations, shipping documents, and related correspondence.
• Oversee and track company assets, ensuring accurate records, proper compliance, and up-to-date asset documentation, including inventory management.
• Provide effective coordination and support for various administrative tasks, including file management, deadline tracking, and documentation assistance.
• Collaborate with HR to support the onboarding process for new hires, coordinate training schedules, prepare orientation materials, and assist with necessary paperwork. Work with IT to arrange for the setup and distribution of technology and equipment for new employees.
• Assist in developing, maintaining, and tracking documentation of Fixed assets.

• Assist the Head of Administrative Services and HR and CFO with various tasks as needed.

KEY BOOKKEEPING RESPONSIBILITIES :

• Prepare and maintain comprehensive organizational documentation and records.
• Accurately manage financial records utilizing QuickBooks and Zoho.
• Enter vendor invoices and process purchase orders efficiently.
• Handle the receipt and organization of both specific and general vendor invoices.
• Oversee monthly reconciliation and management of benefits invoices.
• Maintain filing systems, both manual and electronic, ensuring all records are up-to-date and accessible.

REQUIREMENTS AND QUALIFICATIONS

• High school diploma or equivalent required; additional coursework or certification in office administration is highly valued.
• Demonstrated experience in an administrative or similar support role.
• Exceptional organizational skills, with the ability to manage multiple priorities and deadlines effectively.
• Outstanding verbal and written communication abilities.
• Working knowledge of accounts payable processes; general accounting experience is an asset.
• Proficiency with key computer software, including QuickBooks and Microsoft Office Suite (Word, Excel, PowerPoint, and Teams).
• Discretion and professionalism in handling confidential and sensitive information.
• Keen attention to detail and accuracy in all clerical and recordkeeping tasks.
• Strong problem-solving skills, with the capacity to work independently and collaboratively within a team environment.
• Familiarity with Zoho is considered an advantage.

WHAT WE OFFER:

• Collaborative work culture
• Full benefits with 100% employer-paid Medical and Dental premiums
• Retirement plan with company match

LOCATION: Full-time position at our office in Cary, NC.